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Privacy policy

1. Introduction

Ambershore Pix Limited respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how we collect, use, store, share, and protect personal data when you visit our website, contact us, request a quote, use our booking system, create or access a client account, book our property media services, or otherwise interact with Ambershore Pix.

This policy applies to our website at: ambershorepix.co.uk and to the property photography, videography, floor plan, drone photography, 3D virtual tour, CGI/virtual staging, EPC, and related property marketing services we provide.

2. Who We Are

The data controller is: Ambershore Pix Limited

Company number: 13063077
Registered office: 167–169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom

Email: hello@ambershorepix.co.uk
Telephone: 0800 999 1577

For privacy questions, data requests, or complaints, contact us at: hello@ambershorepix.co.uk

3. Data Protection Officer and Privacy Contact

Ambershore Pix Limited has not appointed a formal Data Protection Officer because our current business activities do not require one under applicable UK data protection law.

However, we take data protection seriously and have a designated privacy contact responsible for handling privacy questions, data protection requests, cookie-related enquiries, and complaints.

For any privacy-related matter, contact: Ambershore Pix Limited located at 167–169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom

Email: hello@ambershorepix.co.uk
Telephone: 0800 999 1577

You can contact us about:

  • accessing your personal data;

  • correcting inaccurate information;

  • requesting deletion of your data;

  • withdrawing consent;

  • objecting to processing;

  • cookie and analytics questions;

  • booking-data questions;

  • complaints about how your personal data is handled.

If we appoint a formal Data Protection Officer in the future, we will update this Privacy Policy with the officer’s contact details.

4. Laws Covered by This Policy

This policy is designed to address the following privacy and data protection requirements where they apply:

  • UK General Data Protection Regulation;

  • Data Protection Act 2018;

  • Privacy and Electronic Communications Regulations 2003;

  • Data Use and Access Act 2025;

  • EU General Data Protection Regulation, where we handle personal data of individuals in the European Economic Area;

  • relevant US state privacy principles, including California privacy rights where applicable.

Because Ambershore Pix is based in the United Kingdom, UK data protection law is our primary legal framework.

5. Personal Data We Collect

We may collect the following types of personal data.

5.1 Enquiry and Contact Data

When you contact us through the website, email, telephone, social media, WhatsApp, or a contact form, we may collect:

  • name;

  • email address;

  • telephone number;

  • company name;

  • role or job title;

  • message content;

  • property address or shoot location;

  • preferred service;

  • preferred shoot date;

  • details about the property or project;

  • any information you choose to include in your message.

5.2 Booking Data

We use Amelia, a WordPress booking system, to manage bookings and appointments.

When you make or request a booking, we may collect:

  • name;

  • email address;

  • phone number;

  • selected service;

  • booking date and time;

  • appointment status;

  • property address or shoot location;

  • property type;

  • access instructions;

  • client notes;

  • service requirements;

  • invoice information, where enabled;

  • cancellation or rescheduling details;

  • customer account or profile information, where the customer panel or client portal is enabled.

5.3 Client Portal and Login Data

If you are given access to a client portal or account area, we may process:

  • username or email address;

  • encrypted password or login credentials;

  • account status;

  • booking history;

  • appointment records;

  • profile details;

  • access logs;

  • account actions such as booking, rescheduling, cancellation, or profile updates.

You are responsible for keeping your login details confidential.

5.4 Property Media and Shoot Data

When we provide property media services, we may create or process:

  • property photographs;

  • interior and exterior images;

  • drone images or video;

  • property walkthrough videos;

  • virtual tour content;

  • floor plans;

  • CGI or virtual staging files;

  • EPC-related appointment information;

  • editing notes;

  • file delivery links;

  • property addresses;

  • metadata associated with media files.

Most property media focuses on buildings and interiors. However, images or video may contain personal data if a person, vehicle registration, personal photograph, name, address, or other identifying information is visible.

5.5 Payment, Billing, and Accounting Data

Where relevant, we may collect:

  • billing name;

  • billing address;

  • invoice details;

  • payment status;

  • transaction reference;

  • VAT or tax information where applicable;

  • accounting records.

If online card payments are enabled, payment details may be processed by a third-party payment processor. We do not intentionally store full card numbers on our website.

5.6 Website and Analytics Data

When you visit our website, we may automatically collect:

  • IP address;

  • browser type and version;

  • device type;

  • operating system;

  • pages visited;

  • time and date of visit;

  • referral source;

  • website interaction data;

  • cookie identifiers;

  • approximate location derived from technical data;

  • analytics and performance data.

5.7 Communications and Marketing Data

If you contact us or agree to receive marketing communications, we may process:

  • email preferences;

  • consent records;

  • communication history;

  • replies to marketing or service emails;

  • unsubscribe records.

Marketing consent is kept separate from booking or service consent.

6. How We Collect Personal Data

We collect personal data:

  • directly from you when you complete a form, send an enquiry, request a quote, book a service, create an account, or communicate with us;

  • through Amelia when you make or manage a booking;

  • through our website, cookies, analytics tools, and server logs;

  • during shoots, where property media is created;

  • from estate agents, landlords, property managers, developers, hosts, or other clients who book services for a property;

  • from public or business sources where relevant to a property marketing project;

  • from third-party platforms where you interact with us, such as social media or review platforms.

 

7. How We Use Personal Data

We use personal data to:

  • respond to enquiries;

  • provide quotes;

  • manage bookings through Amelia;

  • confirm, amend, reschedule, or cancel appointments;

  • provide property photography, video, drone, floor plan, virtual tour, CGI, EPC, and related services;

  • communicate with clients before, during, and after a shoot;

  • arrange property access;

  • create, edit, deliver, and archive media files;

  • manage client accounts and portal access;

  • issue invoices and maintain accounting records;

  • handle complaints and service queries;

  • maintain website security;

  • monitor website performance;

  • analyse website traffic using Google Analytics;

  • improve our website, services, pricing, and booking process;

  • send service messages;

  • send marketing communications where legally permitted;

  • comply with legal, tax, accounting, regulatory, and insurance obligations.

8. Lawful Bases for Processing

We rely on one or more lawful bases under UK GDPR and, where applicable, EU GDPR.

PurposeLawful basis
Responding to enquiriesLegitimate interests or pre-contractual steps
Providing quotesPre-contractual steps or legitimate interests
Managing bookingsContract or pre-contractual steps
Providing booked servicesContract
Creating and delivering property mediaContract and legitimate interests
Processing property address and access instructionsContract
Managing client accountsContract or legitimate interests
Sending service communicationsContract or legitimate interests
Invoicing and accountingLegal obligation
Tax and statutory recordsLegal obligation
Website security and fraud preventionLegitimate interests
Google Analytics and non-essential analytics cookiesConsent, unless a lawful UK cookie exemption clearly applies and a simple objection route is provided
Marketing emails to existing clientsLegitimate interests, where allowed by PECR soft opt-in rules
Optional marketing to non-clientsConsent
Publishing testimonials, case studies, or identifiable client commentsConsent or legitimate interests depending on the circumstances
Handling complaints and data rights requestsLegal obligation

Where we rely on legitimate interests, those interests include operating a property media business, responding to enquiries, managing client relationships, protecting our website, improving our services, and promoting our work in a proportionate way.

9. Property Photography, Video, Drone Media, and Personal Data

Our work mainly involves photographing and filming properties. However, personal data may appear in media if an individual or household can be identified.

Examples include:

  • a person visible in a photograph or video;

  • family photographs visible inside a property;

  • names on documents, letters, certificates, or noticeboards;

  • vehicle registration plates;

  • security system details;

  • unique household items that identify an individual;

  • addresses or location details linked to an identifiable person.

We take reasonable steps to avoid unnecessary personal data in final media. Where appropriate, we may crop, blur, retouch, remove, or avoid capturing identifying material.

Clients should prepare the property before the shoot by removing or hiding personal documents, private photographs, valuables, sensitive items, children’s information, medical information, and anything they do not want visible in marketing material.

10. Drone Photography and Privacy

Where drone photography or drone video is used, we plan shoots to reduce unnecessary capture of neighbouring properties, private gardens, people, vehicles, and areas where individuals may reasonably expect privacy.

We may decline, alter, postpone, or limit drone work where privacy, safety, airspace, weather, location, legal, or operational conditions make the shoot unsuitable.

Drone media is used only for agreed property marketing, inspection, or project purposes unless otherwise agreed.

11. Google Analytics

We use Google Analytics to understand how visitors use our website and to improve website performance, content, and user experience.

Google Analytics may collect information such as:

  • pages visited;

  • time spent on the website;

  • referral source;

  • browser and device information;

  • approximate location;

  • website interactions;

  • cookie identifiers.

Google Analytics 4 uses first-party cookies to distinguish unique users and sessions. Google may process analytics data on our behalf as a processor, subject to Google Analytics terms and settings.

Where required, Google Analytics cookies are only used after you have given consent through our cookie banner or cookie settings.

You can also control cookies through your browser settings.

12. Cookies and Similar Technologies

Our website uses cookies and similar technologies.

Some cookies are essential for the website to function. Other cookies help us understand website performance or support optional features.

We may use:

TypePurpose
Strictly necessary cookiesWebsite operation, security, forms, login, booking flow, cookie preference storage
Amelia booking cookies or session dataBooking form operation, appointment management, customer panel or client portal functionality
Analytics cookiesGoogle Analytics website traffic and performance measurement
Preference cookiesRemembering selected settings where enabled
Security cookiesProtecting forms, login areas, and website functionality

Non-essential cookies are not used unless legally permitted or you have given consent.

Your cookie choices should be managed through the cookie banner or cookie settings tool. You may also block cookies in your browser, but some website functions may not work properly.

13. Amelia Booking System

We use Amelia to manage bookings, appointments, customer details, service availability, appointment changes, and customer records.

Depending on the features enabled on our website, Amelia may allow clients to:

  • request bookings;

  • view appointments;

  • reschedule appointments;

  • cancel appointments;

  • access invoices;

  • manage profile information;

  • request profile deletion.

Booking data is processed so we can provide the requested service, communicate about the appointment, allocate availability, keep accurate records, and maintain a reliable client workflow.

14. Contact Forms and reCAPTCHA

Our website may use contact forms and anti-spam or security tools.

If Google reCAPTCHA or a similar tool is enabled, it may collect technical data to distinguish real users from automated spam or abuse. This may include IP address, device information, browser data, interaction signals, and other technical information.

If reCAPTCHA is not fully configured, it should either be configured properly or removed from the form.

15. Marketing Communications

We may send marketing communications where legally permitted.

This may include:

  • service updates;

  • property marketing tips;

  • repeat-booking offers;

  • photography or video package updates;

  • portfolio or case study updates;

  • relevant business communications for estate agents, landlords, developers, property managers, Airbnb hosts, and similar clients.

We will not add you to optional marketing lists merely because you submitted a booking or enquiry unless the law allows it or you have agreed.

You can opt out of marketing emails at any time.

Service emails, booking confirmations, appointment changes, invoices, and operational messages are not marketing and may still be sent where needed to provide the service.

16. Testimonials, Reviews, and Case Studies

We may display reviews, testimonials, client names, company names, role titles, or case study material where appropriate.

Where a testimonial or case study identifies an individual, we will rely on consent or another lawful basis depending on the context.

You can contact us if you want a testimonial, name, image, or case study reference reviewed, corrected, or removed.

17. Who We Share Personal Data With

We do not sell personal data.

We may share personal data with trusted service providers where necessary, including:

  • website hosting providers;

  • WordPress and website maintenance providers;

  • Amelia booking system;

  • Google Analytics;

  • email service providers;

  • payment processors, if online payments are enabled;

  • accounting and invoicing providers;

  • cloud storage providers;

  • file delivery platforms;

  • professional advisers;

  • insurers;

  • subcontractors, photographers, drone operators, editors, floor plan providers, EPC assessors, or other specialists involved in delivering the service;

  • legal, regulatory, tax, or public authorities where required.

Where third parties process data on our behalf, they should only process it for the agreed purpose and under appropriate confidentiality and security obligations.

18. International Transfers

Some service providers may process data outside the United Kingdom.

Where personal data is transferred internationally, we use appropriate safeguards where required. These may include:

  • adequacy regulations or adequacy decisions;

  • UK International Data Transfer Agreement;

  • UK Addendum to EU Standard Contractual Clauses;

  • EU Standard Contractual Clauses;

  • contractual and technical safeguards used by our service providers.

If we receive personal data from the EEA, the UK currently benefits from European Commission adequacy arrangements, allowing EEA-to-UK transfers without additional transfer safeguards while those arrangements remain in force.

19. How Long We Keep Personal Data

We keep personal data only for as long as reasonably necessary.

Typical retention periods are:

Data typeRetention approach
Enquiries that do not become bookingsUsually up to 24 months unless needed sooner or longer for a legitimate reason
Booking recordsUsually up to 7 years for contract, accounting, tax, and dispute purposes
Invoices and accounting recordsUsually 6 years after the relevant financial year, or longer if legally required
Client account dataWhile the account remains active, then for a reasonable period after closure
Property media filesFor as long as needed for delivery, re-downloads, client support, portfolio records, legal protection, or agreed archive purposes
Raw shoot filesUsually for a shorter operational period unless archive storage is agreed or needed
Published portfolio/case study materialUntil consent is withdrawn, the material is removed, or we decide it is no longer needed
Analytics dataAccording to the retention settings in our Google Analytics account
Cookie consent recordsFor as long as needed to demonstrate cookie choices and compliance
Complaint and data rights recordsFor as long as needed to handle the matter and maintain legal records

When data is no longer needed, we delete, anonymise, or securely archive it.

20. Security

We use appropriate technical and organisational measures to protect personal data.

These may include:

  • restricted access to client and booking information;

  • secure login credentials;

  • password-protected systems;

  • encrypted or access-controlled storage where appropriate;

  • secure file transfer or delivery methods;

  • plugin and website maintenance;

  • malware and spam protection;

  • staff or contractor confidentiality expectations;

  • limiting data access to those who need it;

  • deleting or archiving data when no longer required.

No website, email, or online system is completely risk-free. You should avoid sending highly sensitive information through standard contact forms or unencrypted email unless necessary.

21. Your Data Protection Rights

Depending on the circumstances, you may have the right to:

  • request access to your personal data;

  • request correction of inaccurate or incomplete data;

  • request deletion of your personal data;

  • restrict processing;

  • object to processing;

  • request data portability;

  • withdraw consent where processing is based on consent;

  • object to direct marketing;

  • complain about how we use your data.

To exercise your rights, contact: hello@ambershorepix.co.uk

We may need to verify your identity before responding.

22. Data Protection Complaints

If you are concerned about how we use your personal data, contact us first at:

hello@ambershorepix.co.uk

We will acknowledge data protection complaints within 30 days where required, investigate the issue, keep you informed where appropriate, and provide an outcome.

You also have the right to complain to the UK Information Commissioner’s Office:

Information Commissioner’s Office
Website: ico.org.uk
Telephone: 0303 123 1113

23. US Privacy Notice

If you are located in the United States, this section provides additional information.

We may collect identifiers, commercial information, internet or network activity data, geolocation approximations, booking information, and communications data as described in this policy.

We use this information to provide services, manage bookings, respond to enquiries, operate the website, analyse website performance, maintain security, and comply with business and legal obligations.

We do not sell personal information.

We do not knowingly share personal information for cross-context behavioural advertising unless clearly disclosed and consented to where required.

Depending on your state of residence and whether a specific privacy law applies to us, you may have rights to:

  • know what personal information we collect;

  • access your personal information;

  • correct inaccurate information;

  • request deletion;

  • opt out of sale or sharing where applicable;

  • limit use of sensitive personal information where applicable;

  • not be discriminated against for exercising privacy rights.

To make a US privacy request, email: hello@ambershorepix.co.uk

We may need to verify your identity before responding.

24. Children’s Privacy

Our services are intended for adults, businesses, property owners, landlords, estate agents, hosts, developers, and property professionals.

We do not knowingly collect personal data from children.

If you believe a child has provided personal data through our website, contact us and we will take appropriate steps to remove it where required.

25. Third-Party Websites and Platforms

Our website may link to third-party websites or platforms, including social media, booking tools, review platforms, property portals, and payment providers.

We are not responsible for the privacy practices of third-party websites.

You should review the privacy policies of those platforms before submitting personal data to them.

26. Changes to This Policy

We may update this Privacy Policy from time to time.

The updated version will be posted on this page with a new “Last updated” date.

Material changes may also be communicated by email or website notice where appropriate.

27. Contact Us

For privacy questions, data requests, complaints, or cookie-related questions, contact: Ambershore Pix Limited located at 167–169 Great Portland Street, 5th Floor, London, W1W 5PF, United Kingdom

Email: hello@ambershorepix.co.uk
Telephone: 0800 999 1577

Last Updated: July 8, 2026

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